The IEP Learning Academy Podcast

Systems for Working Faster: How To Boost Productivity and Efficiency

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We hear it all the time: “Work smarter, not harder!ˮ

No matter what industry youʼre in, managing time effectively is essential for
achieving your goals, reducing stress levels, and combatting procrastination.
If you're listening to this while panicking over a deadline or worrying about your
inbox, have a short break from the stress. Weʼve got you covered.

In this lesson, weʼll provide an overview of key time management methods and
their advantages. Itʼs unlikely that all of them will suit you, but weʼre certain
thereʼll be a couple you can integrate pretty easily.

Let's dive into the world of time management and explore systems for working
faster!
***
Before we get into the specifics, it's essential to understand what time
management is all about. It involves planning and exercising conscious control
over the amount of time you spend on specific activities. Good time
management increases efficiency, effectiveness, and productivity.
It determines whether youʼll hit those deadlines, rise through the ranks, and
impress leaders you admire– all while feeling at peace as you achieve your
career goals. The methods weʼll discuss today arenʼt just about getting more
done but striving for a healthier balance in your professional and personal life.

To start managing your time better, you'll need to establish a comfortable
environment and a reliable system that suits your habits and lifestyle.
Now, letʼs break down a few methods and provide tips on how to integrate them
into your daily routine.
***
Inbox Zero

According to the work management platform, Asana:
Inbox Zero is a productivity strategy that seeks to declutter your mind by
decluttering your inbox through methodically deleting, sorting, or otherwise
clearing incoming emails. If youʼve ever experienced the loss of
productivity that comes from constantly checking your email, youʼll
understand the intention behind Inbox Zero.

The key is not necessarily to reply or address every email immediately—this
only serves to overwhelm and create an unhealthy work/life balance. Instead,
sort your emails into different categories. Additionally, you may find it beneficial
to check your inbox just once or twice a day. Doing so saves you from instantly
reacting to notifications or abandoning the task youʼre working on to respond to
new emails.
***
Bullet Journalling

Bullet journalling is a customisable organisational system that uses bullet
points, symbols and indexes to track tasks, events, and notes. It places an
emphasis on tracking the past, ordering the present, and designing the future.
It can be especially helpful for workers with ADHD, who feel their focus drifts
into too many areas at once. Is this as simple as making a list? It can be! But itʼs
also so much more. In fact, The Lazy Genius Collectiveʼs blog says, “The Bullet
Journal is the Meryl Streep of organization; it can take on any role you need it
to.ˮ

You can choose the order in which you record your thoughts and plans. You
can use a pen and paper, but a digital approach is also an option if it suits you.
Remember, this is about finding methods that work for your work style and,
most importantly, your lifestyle.
***
SMART Goal-Setting
SMART goals are specific, measurable, achievable, relevant, and time-bound. The key to the SMART method is making sure your goals are well-defined and trackable objectives. Specific goals identify exactly what you want to accomplish. Measurable goals force you to keep track of progress. Achievable
goals allow you to be realistic, well-paced, and establish healthy trends.

Relevant goals position your core values and overall life and career milestones at the centre. Time-based goals make it easier to hit deadlines and feel in control of your future.
***
Timeboxing

Timeboxing involves allocating fixed periods to specific tasks. This transforms
the standard to-do list into a calendar system that positions your work in a
visual and intuitive way. “When you create a ‘timebox,ʼ youʼre setting a goal to
finish a particular task within a certain time frame.ˮ

Marc Zao-Sanders, author of Timeboxing – The Power of Doing One Thing at a Time, says:

Working hard and trying your best is sometimes not actually whatʼs required;
the alternative — getting the right thing done at the right time — is a better
outcome for all.

Some clear advantages of timeboxing include improved focus, reduced
procrastination, and enhanced autonomy.
***
Pomodoro Technique

The Pomodoro Technique involves working in short, focused bursts (typically
25 minutes) followed by a 5-minute break. You pick a project, hack away for 25
minutes, take a break and repeat. After four sessions, you take a 15 to
30-minute break. Itʼs crucial to record sessions to avoid burning out on this
cycle. If you are the type of person who tracks workouts and knows the value
of rest between sets, this method might be for you.

You should see improved concentration and reduced mental fatigue.
***
Eat the Frog

Are you a morning person? Then this method might be for you. "Eat the frog"
involves tackling the most challenging task first thing. Its creator, Brian Tracy,
argues that if the first thing you do is the worst thing you do all day, youʼll
discover greater satisfaction by getting it done, and everything else will feel
relatively painless. The less you need to think about a task, the healthier your
approach to productivity will be. So put the kettle on and get after that frog!
***
The 4Ds: Do, Defer, Delegate, Delete

The 4Ds method helps prioritise tasks by deciding whether to do, defer,
delegate, or delete them. The 4Ds are all about hitting deadlines and
pre-empting setbacks. “Doˮ allows you to clean up small tasks immediately. If it
wonʼt take long, finish it now before it builds. “Deferˮ refers to larger tasks that
arenʼt labelled important. You can place those aside for now to tackle more
urgent matters. “Delegateˮ is all about positioning your time and using
resources at your disposal. If you have a team that can take a load off, then itʼs
time to relinquish control. “Deleteˮ allows you to step back and assess what is
necessary—maybe scheduling that meeting isnʼt as important as it felt a week
ago.
***
Eisenhower Matrix

The Eisenhower Matrix helps prioritise tasks based on urgency and importance.
“Just draw a two-by-two matrix where the X-axis represents importance and the Y-axis represents urgency.ˮ

Tasks will fall into one of four categories:
Urgent and important
Urgent but not important
Important but not urgent
Not important and not urgent

Based on this, youʼll either do, schedule, delegate or delete.
To do great things, it might take not doing other things—and thatʼs okay! The
Eisenhower Matrix is all about allowing important things to wait while urgent
matters get addressed immediately.
***
Kanban Cards

Kanban is a visual workflow management method using cards to represent
tasks and their progress. Each task is placed on a card that also includes
descriptors, deadlines, and project members. Cards can come in any shape
and form depending on preference or category of project. Kanban cards are all
about the different stages of workflow, allowing teams to identify what is
requested or in progress or completed.

Some clear advantages include visualising work, identifying bottlenecks, and
improving efficiency.
***
As with any skill, practice is key to mastering time management. Start by
experimenting with one or two methods that resonate with you. Gradually
integrate more techniques as you become comfortable. Working on small
projects or daily tasks using these methods can help reinforce your learning.
Trial and error are the only way to find the perfect fit!

Start with achievable tasks that allow you to practise and refine your time
management strategies.

Remember, time management is a skill that improves with practice and
perseverance—try new things, but move on if they donʼt suit you!